As a business in the retail, restaurant, or real estate market, there will come a time when you need to write a Request for Proposal or RFP. Most organizations can’t do everything internally, and when your business needs to purchase a service from an outside vendor, you are going to want to shop around. An RFP allows you to compile offers from numerous vendors and select the one that meets your specific criteria. Below, we have provided a basic RFP outline to get you started.
Helpful Hint: We have added in Helpful Hints throughout the RFP Development page. They will be BLUE and provide suggestions for making the most of this page.
Choosing your RFP title might not seem like a big deal, but your title is the first thing any vendor is going to see. The generic title could dissuade a potential vendor from even reading your RFP. Let’s look at an example:
Non-specific RFP Title: Facilities Services RFP
In this example, your organization is looking for a proposal for Lighting Maintenance Services. An RFP title of Facilities Services RFP leaves a LOT to the imagination. This RFP could be for anything, electrical, signage, HVAC, plumbing, or even landscaping. How many potential vendor bypass this request because they don’t know which service you require.
A more specific title might be: Facilities Services RFP Exterior Lighting Maintenance
This title is very specific and targeted, so there should be no confusion right out of the gate. We have compiled a list of RFP titles to give you some ideas on specific and non-specific titles.
Non-specific RFP Titles
Lighting Maintenance Services
Request for Proposal
Lighting Maintenance Program
Electrical Bid RFP
Lighting Hardware, Fixtures and Service Request for Proposal
Request for Proposal (RFP) Repair & Maintenance support services
Facilities Services RFP
Request for Proposal Lighting Managed Services
Lighting Retrofit Projects
Specific RFP Titles
Exterior Lighting Maintenance Program
Interior Electrical and Lighting Services
Request for Proposal (RFP) For Electrical Services
Request For Proposal Interior Lighting Maintenance and Inspection Program
Interior Electrical and Ballast Replacement PM & Repair Program
Exterior Lighting Retro-Fit Project
Request for Proposal Exterior Sign Maintenance
Request for Proposal Interior Lighting and Electrical Services
Requirements and Scope of Work for Interior Lighting Services
LED Linear Fluorescent Lamp Replacement
Exterior Sign Maintenance
Helpful Hint: The key drivers in an RFP title from a vendor’s perspective are;
As you continue to read through this page, keep in mind this is not a one-size-fits-all template, you are going to want to tailor it to best articulate your organization’s needs. The best place to start is to create your RFP outline and then fill in your specific information and requirements.
Helpful Hint: The more specific and detail oriented you are with providing information, will translate into higher quality proposals from your potential vendors.
Helpful Hint: The service level response times defines the severity of the work order and are usually defined at 4 levels.
Helpful Hint: For interior service, a bucket truck is NOT needed.
Helpful Hint: For exterior projects, bucket trucks ARE required. For interior projects, per fixture rates are more cost-effective.
Helpful Hint: Be sure to include a timeframe for when vendors can ask questions regarding the service or project, if you leave this part out, expect calls, emails, and even in-person visits throughout the whole process (you will be inundated with communication requests).
Now that you have your RFP completed, it is time to do a bit of research on your potential vendors. Below, we have outlined our main services and provided some free reference materials, to get you up-to-speed on Action Services Group. In this day and age, a vendor’s website is where you should be able to find significant information on the company, their services, current and past projects, and a strong knowledge base to educate their clients and the public. A lackluster website, at the very least, shows a disregard for potential clients needs and concerns. So do your research!
Here at Action Services Group, our lighting services are designed to fit our clients’ needs. We are not a one-size-fits-all organization. Our lighting services are customized to suit an individual organization needs.
Our On-Demand, lighting service for both interior and exterior, is available within 72 hours of your request, but in an emergency, lighting personnel will be at your facility within 4 hours. Our Scheduled Service can be tailored to fit any budget, and any timeframe (monthly, quarterly, semi-annual). Our lighting technicians are available 24 hours a day, 7 days a week, and 365 days a year to service all your interior and exterior lighting needs.
Here are some lighting service research materials to get you started. Be sure to call, email, or message us with any questions; we are always here to help.
From a simple electrical maintenance and service call to a portfolio project rollout, Action Services Group has the capability, Project Management Team, and electrician database to handle all of your electrical service needs. On-Demand, both interior, and exterior, service, and electrical upgrades are available within 72 hours of your service request, but in an emergency, an electrician will be at your facility within 4 hours. We have electricians available 24 hours a day, 7 days a week, and 365 days a year to service all your interior and exterior electrical needs.
Here are some electrical service research materials to get you started. Be sure to call, email, or message us with any questions; we are always here to help.
Over a 20+ year period, we have developed one of the most extensive databases of experienced technicians with a full range of service vehicles capable of servicing; Fluorescent, Neon, LED signage from heights ranging from 8’ to 100+’. Our sign personnel are available 24 hours a day, 7 days a week, and 365 days a year to service all your interior and exterior signage needs. On-Demand, illuminated building and freestanding sign service is available within 72 hours of your service request, but in an emergency, our sign personnel will be at your facility within 4 hours.
Here are some signage service research materials to get you started. Be sure to call, email, or message us with any questions; we are always here to help.
When considering an LED Retrofit for your lighting solution, three performance factors need to be examined: energy savings, lighting performance, and maintenance. At Action Services Group, we walk you through the possibilities and design a LED solution that produces your desired results. We understand the time, money, and resources needed to complete an LED Retrofit. Our goal is to keep your business running while upgrading your lighting systems and completing your project on-time and within budget.
Here are some Led Retrofit research materials to get you started. Be sure to call, email, or message us with any questions; we are always here to help.
Narrowing down the best solution for your organization can be a challenge. The LED Industry has thousands of lighting options, and not all of them offer the same results. Without knowing the product specifics, you might select an LED lamp that provides optimal performance but does not provide the energy efficacy needed to lower your energy costs. Prioritizing your LED goals is the first step in any LED Retrofit project. No matter what your lighting application is, a full review of these three factors is needed to prioritize them based on your LED Retrofit goals. This will lead to the appropriate LED lighting solution for your organization.
“Action Services Group did an extremely professional job in retrofitting my store from fluorescent lighting to LED. I’ll be reducing my lighting energy costs by 60%, the lighting on our product is significantly better, and our customers love the difference. From the survey to the product selection to the installation they did a great job.”
"We were challenged with the task of increasing our warehouse light levels from 70 LUX to 200 LUX. Action Service Group, provided the design, photo metrics, product, and installation, for a total turn-key project. The project exceeded our expectations, and we couldn’t be happier with the results. It is a much safer environment for our employees."
“Action Services Group's unique Lighting-as-a-Service program is a great option for us. It gave us a new and simpler way to get high-quality lighting in our aisles without any upfront costs or hassle.”
Preventive Maintinance - National Hardware Store
“We awarded our portfolio retrofit and service maintenance program to Action Services Group because of their excellent service history, pricing, experience, capabilities, and their energy-saving recommendations. After our team visited their office, we couldn’t have been more impressed with their planning and capabilities.”
“Action Services Group is a great partner that provided a turn-key solution to my LED cooler door retrofitting projects. They are involved in all aspects of the process from providing a return on investment analysis, implementing retrofits and processing rebates.”
"The difference is stunning, both visually and financially. The fixtures make a big difference in the work environment, and we're extremely pleased with the end result of Action Services Group’s project management capabilities and expertise."
CFO - Manufacturing Facility
"I would use Action Services Group for my turn-key LED retrofits again, without a doubt."
Facility Manager - Casual Dining Restaurant and Sports Bar